Hybrid Business Operations Coordinator

at USA Firmware

• Job title: Business Operations Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Brecksville, United States

About the role

• Business Operations Coordinator providing administrative and operational support in Brecksville HQ with AI tools and Excel proficiency. Engaging in office management and outbound client outreach.

Responsibilities

• Manage daily administrative tasks including scheduling, calendaring, mail distribution, meeting preparation, basic reporting, and leadership support.
• Maintain office functionality: workspace organization, supply management, visitor coordination, and communication with building tenants.
• Support facility leasing efforts and respond to inquiries as needed.
• Coordinate vendor activity and maintenance requests.
• Use Excel and AI-enabled tools to streamline administrative and operational workflows.
• Conduct routine outbound calls to former clients, prospects, and referral contacts.
• Maintain CRM data, follow-up plans, and activity tracking using applicable applications, Excel and AI tools.
• Support agreement preparation, signature tracking, and file organization as needed.
• Assist with scheduling calls and meetings for the leadership team.
• Execute simple website updates and social media posts when content is provided.
• Assist with planning and supporting internal or external company events.
• Cleveland Chess Foundation: oversee store/learning center operations, scheduling, and visitor engagement.
• Chess Guild: coordinate communications, scheduling, and logistics with participating clubs.

Requirements

• Strong proficiency in **Excel** and **AI-powered business efficiency tools** for organization, workflow management, or task automation.
• Strong written and verbal communication skills.
• Comfortable making outbound calls to clients and prospects.
• Ability to prioritize shifting tasks and work independently in a small-team environment.
• Ability to be onsite in Brecksville a minimum of three days per week, with flexibility for additional onsite needs.
• Experience supporting operational or administrative processes in a small organization where each team member assumes multiple roles as needed.
• **Preferred Experience**
• **Familiarity with Quickbooks **

Benefits

• This position is eligible to participate in USA Firmware's medical benefit plan. Additional benefits include Simple IRA matching contributions, PTO, ten paid holidays and floating days.